Data Entry: Statewide Data Sharing

BACKGROUND OF STATEWIDE DATA SHARING  

Statewide data sharing was implemented in the Alaska HMIS in the fall of 2018. Statewide data sharing streamlines client care among AKHMIS participating organizations. Before Statewide Data Sharing, AKHMIS participating organizations across Alaska were only able to see their own data in the system or in some communities only data entered by providers within their community.  

STATEWIDE DATA SHARING: NOW 

Now that data in AKHMIS is shared across the state, AKHMIS participating organizations in communities all over Alaska are able to see what services clients have received over time, and where clients have previously been served in other parts of the state or in their own communities. 

CONSUMER NOTICE FOR EACH PROJECT ENROLLMENT 

It is required that all clients be shown the Alaska CoC Statewide Consumer Notice at the time of a project intake. All clients must also be given an opportunity to review the Alaska CoC Statewide Privacy Policy.  

Most newly created client records in HMIS are automatically shared statewide, so clients must be given the opportunity to opt out of data sharing if they wish.  

ORGANIZATIONS PARTICIPATING IN STATEWIDE DATA SHARING 

Most organizations that use AKHMIS participate in Statewide Data Sharing. For those organizations, when a new client record is created in the system, the client record is automatically shared statewide with other AKHMIS participating organizations.  

DATA ENTRY IF CLIENT OPTS OUT OF STATEWIDE DATA SHARING 

If a client opts out of statewide data sharing, it is your responsibility to lock the clients record in HMIS so that other providers outside of your organization are unable to view it. 

We must follow these steps: 

1. Determine if the client has any existing 500,000 Client ID numbers that are unshared with other providers in HMIS.  
2. If yes, we will use an unshared 500,000 Client ID for data entry.  
3. If there are no unshared records for a client, we need to create a new unshared record for them. 

STATEWIDE DATA SHARING: MINORS 

The exceptions for automatic data sharing are YHDP- and RHY-funded organizations that primarily serve transition aged youth and minors. YHDP and RHY grantees must leave client records closed unless the following conditions are met: 

1. a client who is 18 years or older consents to having their record shared in HMIS, or  
2. a legal guardian consents on behalf of an unaccompanied minor to have the client record shared in HMIS. 

NEW CLIENT IDS VS. HISTORICAL CLIENT IDS 

Now that we know why data sharing is important, lets review the significance of client ID numbers that are under 500,000 and higher than 500,000. 

THE DIFFERENCES 

• New Client IDs in HMIS are numbered above 500,000, while Historical Client IDs are numbered below 500,000 
• Most new Client IDs in HMIS are shared statewide, while historical Client IDs are not, and 
• New Client IDs should be used for all new project enrollments and data entry, while historical Client IDs should only be used for limited purposes. 

Some of those clients you work with might have client ID numbers that are below 500,000. But any new clients or returning clients must have Client IDs above 500,000. Only clients who have been enrolled in a program without an exit since fall 2018 or earlier can have active client ID numbers below 500,000. Users should never add new project enrollments into a historical client record. 

Video

Click to view the video: Statewide Data Sharing